How do I provide Super User or Administrator Rights?

Folio has the following Administrator Role Types: 

• Super User
• Admin
• Admin with Retire Rights
• Business Unit Manager (Learn More about Business Unit Managers)

Super User

The Super User role is the most powerful user in a Folio instance. A Folio instance must have at least one Super User. The first user in Folio is a Super User but these access right can be changed later. A Super User can make any other user a Super user.

Super Users have the following access rights: 

• All the Access Rights of an Administrator with Retire Rights
• AND
• Access rights to all data.
• Access rights to create, update and activate Super Sensitive Folio Templates
• The only user who can give and remove a User’s access to Super Sensitive Folio Templates. 
• The only user who can delete retired Folio attachments
• The only user who can delete Folio records
• The only user who can delete Folio templates
• Super Users are the only user that can change reports that are shared with them by other users

Super User Role cannot be added to a User Profile.

Using the Super User Role

Organisations must consider very carefully who their Super Users are. A Super User is someone who has overall responsibility for Folio and can see all the data in the Folio instance. 

Administrator & Administrator with Retire Rights

The Administrator roles give users access to the Admin Gear Wheel. There are 2 Administrator Roles - Administrators and Administrators with Retire rights. An Administrator with Retire Rights has all the access rights of an Administrator AND the ability to Retire and in some cases Delete.

The administrator roles cannot do the following things that a Super User can: 

• No rights to manage Super Sensitive Folios. 
• Cannot give or remove a User’s access rights to Super Sensitive Folios. 
• Cannot access data. Must be given access rights to Folios, Actions, Checklists, Documents and Entities. However, they can give themselves these rights.
• Cannot make themselves or another user an Administrator with Retire rights or a Super User. 

Both Administrator and Admin with Retire Rights can be added to User Profiles

The two Administrator roles gives users the following access rights to the admin gearwheel

Administration Settings	Administrator	Administrator with Retire Rights
Users	Update, Create, Suspend	And Retire
Business Units	Update, Create	And Retire
Access Rights	Update, Create, Delete Roles
Terminology	Update
Layouts	Update, Create fields
Locations	Update, Create	And Retire
Programs	Update, Create	And Retire
Note Types	Update, Create, Activate
Import	Can import data
Integration	Can setup and remove integrations
Risk Classifications	Update, Create	And Retire
Risk Matrix Setup	Can make changes
Report Category	Update, Create	And Retire
Lite User Settings	Can make changes
Entity Categories	Update, Create	And Retire
Performance Criteria	Update, Create, Activate
Notification Central	Can view
Organisation	Can make changes
Folios
Folio Templates	Update, Create, Activate
Folio Field Library	Update, Create	Retire and Delete
Folio Template Categories	Update, Create	And Retire
Launchpads	Update, Create, Activate
Credential Types	Update, Create	Retire and Delete
Deleted Folios History	Can view
Actions
Actions Defaults	Can make changes
Action Categories	Update, Create	And Retire
Action Priorities	Update, Create, Activate
Action Responses	Update, Create, Activate
Checklists
Checklist Question Library	Update, Create	And Retire
Checklist Settings	Can Make Changes
Checklist Categories	Update, Create	And Retire
Question Categories	Update, Create	And Retire
Checklist Statuses	Update, Create, Activate
Documents
Document Categories	Update, Create	And Retire
Document Defaults	Can make changes
Deleted Documents History	Can view

How do I give a user Super User or Administration access roles?

Go to the Admin Gear wheel, then select Access Rights and then All Roles. You will see the following Default Roles:

• Super User
• Administration Rights
• Admin with Retire Rights

Under the column Users, click on the link that indicates the number of users in that role i.e. x Users. You will see a list of users in that role. Click on the + Users button

You will be able to Select Users individually and click the Add Users button to add them to the role. 

You may also click on the tab, Select Users by Business Unit. This will allow you to select Business Units and all Users in those Business Units will be added to the Role.